Graduate Assistant

Date Posted: 01/14/2025
Req ID: 41322
Faculty/Division: Dalla Lana School of Public Health
Department: Inst of Health Policy, Mgmt & Evaluation
Campus: St. George (Downtown Toronto)
Position Number: 00041165

Description:

About us:

The Dalla Lana School of Public Health is a Faculty of the University of Toronto that originated as one of the Schools of Hygiene begun by the Rockefeller Foundation in 1927. The School, which played a critical role in the COVID-19 pandemic response, went through a dramatic renaissance after the 2003 SARS crisis and it is now the largest public health school in Canada, with more than 850 faculty, 1,000 students, and research and training partnerships with institutions throughout Toronto and the world. With $76 million in research funding per year, including more than $31.5 million held at DLSPH, the School contributes to improving population health and health policy and health systems through discoveries and innovation in data science and AI, maternal, child and reproductive health, climate change [response], implementation and improvement sciences, preventable disease through vaccines and prevention through [and] wellness such as with diabetes, comparative health policy, sustainable and equitable health systems, global and Indigenous health, among many other areas.

Your opportunity:

The Institute of Health, Policy, Management and Evaluation (IHPME) has the largestand most productive group of scholars working in health policy, health services, health informatics, clinical epidemiology and health care research in Canada today. Our students represent all sectors of the health care system; we have consistently been able to attract exceptional applicants from diverse backgrounds with a wealth of experiences. Our alumni have moved into leadership positions throughout the health care system and remain actively involved in ensuring we achieve our goals. And, finally, ourdonors and partners have been very generous in terms of developing and supporting new initiatives and addressing the financial needs of our students.

As Graduate Assistant, you will provide support to the day-to-day operations of the IHPME Graduate office. This role will report to the Business Manager and will liaise with the Graduate Coordinator, Graduate Administrator and Program Directors to provide a broad range of services including coordinating student defenses (e.g. final oral exams, proposal defenses, etc.) , events, program extensions, alumni tracking, assisting in admissions and coordinating interviews. With your superior organizational skills, you will co-ordinate the admissions process and maintain student records for the programs. Your customer service skills and attention to detail will contribute to the overall success of these programs.

Your responsibilities will include:

• Coordinates student defense processes by advising departmental contacts on the interpretation of examination policies, rules and regulations, scheduling Chairs for doctoral exams and responding to requests for copy of exams/re-reads.
• Coordinating interview schedules, scheduling committee meetings and determining logistical details for events and/or program activities.
• Preparing acceptance and/or decline letters to applicants using templates
• Entering, updating, and maintaining application data databases including creating and updating student records as well as monitoring student degree progress
• Taking and distributing meeting minutes, preparing meeting agendas and coordinating meeting schedules, agendas, materials, action and follow-up items
• Editing content for brochures, newsletters, websites and/or handbooks and liaising with academic units and stakeholders to support academic calendar production initiatives
• Accomplishing financial duties including handling fees or fines and issuing receipts on a limited basisand handling expenses for events
• Updating and maintaining internal award records disseminating information regarding the disbursement of awards, collecting and passing on submissions for award competition coordinating activities related to the preparation of annual graduate funding packages

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Two (2) years’ related experience, in student services and program administration
• Demonstrated knowledge of graduate policies and guidelines.
• Demonstrated knowledge of key graduate functions including preparing funding packages, awards and interviews
• Experience coordinating academic programs, including checking students program requirements and monitoring student degree progress
• Demonstrated experience entering, updating and maintaining application data databases
• Experience providing basic support to students and general referrals to students in distress
• Experience interpreting exam policies, rules, and regulations
• Advanced proficiency in MS Office Suite, Adobe Acrobat/Photoshop, plus a demonstrated affinity to learn and acquire new computer applications
• Excellent written and oral communication skills
• Good team player, who will integrate and collaborate with other office staff
• Tact, diplomacy and good judgment in dealing with students, applicants, faculty and staff
• Ability to work independently with solid organizational and problem-solving skills
• Strong initiative, resourceful, and very good attention to detail with ability to apply guidelines to a variety of situations
• Proven ability to work effectively while managing competing priorities

Assets (Nonessential):

• Knowledge of the University of Toronto and School of Graduate Studies (SGS) policies and procedures
• Knowledge of ROSI/ACORN, Blackboard and FIS

To be successful in this role you will be:

• Adaptable
• Approachable
• Communicator
• Intuitive
• Multi-tasker
• Organized

Closing Date: 02/04/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Amanda Krmek

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.